Tuesday, January 31, 2017

Looking for Semester 1 classes?

Your class list in Aspen now shows just full year (FY) and semester 2 (S2) classes.  

If you teach half year classes and need to view your semester 1 (S1) gradebooks, click on Gradebook to see your list of classes.

Click on the Filter icon.

Finally, use the Term column to locate your Semester 1 (S1) classes.

Wednesday, January 25, 2017

Aspen: Student Average Breakdown

The Student Average Breakdown report lists all students currently enrolled in each class and the grades received for each assignment grouped by category. This report also shows the category average, the quarter average, and the overall average.

How to get the Student Average Breakdown Report

On the Gradebook page, select one of your classes and go to the Scores page.
Select Reports -> Student Average Breakdown
Then click RUN.

The Student Average Breakdown report is broken down by student and then by quarter.  The quarter report(s) contain each assignment for that quarter organized by category.  Totals for each category, quarter, and overall are also included.

Here is an example of a report that may be generated.

Wednesday, January 18, 2017

How to Enter Quarter 2 and MidTerm Grades

How to Enter Quarter 2 and MidTerm Grades in Aspen

The steps to entering your Quarter 2 grades is similar to Quarter 1, but you have the additional step of also adding your MidTerm Exam grades.

To Post your Q2 grades in Aspen Gradebook,
  1. Go to the Scores page in your Gradebook
  2. In the Grade Columns drop down box, select Post Columns.  Also, set the Term to Q2.  
    (see yellow in image right)
  3. The Aspen Posting columns will appear.  These are
    • Q2Grd - Quarter 2 Grade
    • S1Exam - Semester 1 Exam
    • MidGrade - MidYear Grade
    • Q2ClsAbs - Quarter 1 Class Absences
    • Q2Com1 and Q2Com2 - Quarter 1 Comment 1 and Comment 2 fields
    • Q2 - The grade from your gradebook for quarter 2
  1. Click the Update Post Columns button -OR-
    Select Options -> Update Post Columns
  2. This will take you through the Update Post Columns wizard.  (see images below)

    • Step 1. Select the Grade Term (Q2) and the Grades to update (all students).

    • Step 2. Select
    • Quarter 2 Grade = Average:Q2  
    • Mid Term Exam = (Do Not Update)
    • Mid Term Grade = District Calculation
    • Q2 Class Absence= Class Absence Total


Alternatively, you may add an assignment for the midterm grade and then automatically upload that grade by selecting it here.  
Your exam will be part of a category and will be part of the Q2 average AND the MidYear grade.  Thus, being factored twice.
    • Step 3. Confirms the choices made in Step 1 and Step 2.

  1. Click Finish.
  2. You should notice that the Q2Grd and Q2ClsAbs fields will now be populated.
    ** S1Exam The field is now blank.  You will add your MidTerm exam grades into this column on the Post Columns - Term page.
    ** MidGrade The grade is equal to the Q2Grd because you have not yet added your midTerm grade. Q2PostColumns5.png
  3. After you have added your MidTerm exam grade, click the Update button in the  MidGrade column.   ** If the student(s) did not take a midterm exam, leave this field blank.  Aspen will ignore empty scores.
Aspen will calculate the MidYear grade for you.  If you give Pass/Fail grades for your class, please enter P or F in the MidGrade field.
  1. Add comment codes (see WHS Comment Codes)

Verifying your Grades
  1. Verify your grade in Q2Grd against the grade from your Gradebook which is labeled Q2.
  1. If you would like to change the grade, simply click on the grade in the Q2Grd field and change it. Grades that you have modified will be indicated by a red, crossed-out circle.  PostGrades7.png

Applying the N-Rule (5 or more absences)
  1. In Aspen, you will apply the N-Rule using the comment fields
    • 100 N-Rule: May lose credit for course due to to attendance issues. Contact school administration.
    • 101 N-Rule: Loss of credit, due to attendance issues, under consideration. Contact school administration


What does the pushpin mean?  
    • If the pushpin is black ,
      you can enter grades for this column, but you cannot post them to transcripts yet.
    • If the pushpin is green with a triangle ,
      you can enter and post grades for this column.
    • If the pushpin is red with a square ,
      you already posted the information to transcripts. If you need to change a grade, you will be able to repost your grade for 5 days after the report cards are distributed.  After that, you will need to complete the grade change form (see Guidance department).

Once you have verified the grades, added comments, and applied the N-Rule if necessary, you can Post your grades. Posting your grades sends a copy of the grades in the field Q2Grd, S1Exam, and MidGrade (and comments) to the report card / student transcript.

  1. Once the posting period has opened, the pushpin will turn from black to green.  The green signifies that you can post your grades.
  2. To Post your grades,  click the Post Grades button -OR- click Option -> Post Grades
  3. The Post Grades pop-up will appear.
    Fill in
    • Grade Term = Q2
    • Grades to post = Term Grades for all Students.
  4. Click Ok
  5. Once your grades are posted, your push pin will change from green to red.
  6. You must Post Grades for each class individually.


    There will be no printed verification sheets.  Instead, you can verify your grades on the Post Columns page of your gradebook (see steps 10 and 11).
  • You may re-post your grades as many times as you please until the posting period ends.
  • Want a printable copy of this verification page?  
    • Select Reports -> Gradebook Sheet
    • The Gradebook Sheet will appear.  
    • Click Run.
    • The printable version of your Post Columns page of your gradebook will pop-up
    • Select Printer icon at the top of the Gradebook Sheet page.
  • If you planning on using the same comment field for most of the students in your class, you can quickly add the comment to all students by using Options -> Fill Down Values.  Then just change those students who need different comments.

Thursday, January 12, 2017

Aspen: Creating Blank Roster Lists for ALL of your classes

Did you know that you can quickly and easily create blank roster lists for all of your classes?
These lists can be used for attendance, grading, or to have in your substitute folder.

To create these blank rosters, 

  1. Select Gradebook from the top navigation bar.  This will display a complete list of your classes.
  2. Click Reports -> Blank Grading Sheet
  3. The Aspen Blank Grading Sheet pop-up window will appear.
    Here you can select 
    • the number of columns on your printout
    • landscape or portrait orientation
    • spacing in between student names
    • which classes you would like to have rosters for (the default is all)
    • the format (the default is PDF but you can also have excel (XLS and CSV) or HTML)